Here’s a termination letter sample and some tips for writing this.
TERMINATION LETTER SAMPLE – This type of letter is a bit hard to send in as it conveys a message about an employee being fired.
There are two types of letters and under the formal letters used in businesses, corporations, and big organizations, one of them is the termination letter. This is the letter that notifies an employee that his or her service is no longer needed – simply put, fired. Apart from this, it also includes other details such as the next steps they need to take and an explanation of the benefits or compensation they are due to receive.
Sometimes, this letter is also called a pink slip, letter of termination, contract termination letter, letter of separation, and notice of termination of employment.
How to write a termination letter?
There’s no easy way to let someone go but there’s no other way to do it but to face it head-on. When it comes to letting go of an employee, you mustn’t make him or her feel cheated or degraded. If an evaluation or disciplinary processes work well, it should be a clear warning that a termination may follow.
Before sending the letter, make sure that a meeting with the employee is done to let him or her know about being fired and a clear reason as to why such a decision needs to be implemented. There are also cases of furloughing or the mandatory unpaid or partially paid time off.
In both cases, it is important to maintain professionalism during sensitive situations like this.
Why is this important? Letters like this are significant in an organization’s legal and HR framework. This serves as an official record that there’s compliance and clarity that the employment relationship ended. This is also crucial to protect the organization from potential legal problems like wrongful dismissal or discrimination claims.
Here’s an example of a termination letter:
[Name]
[Address]
[Contact]
[Date]
[Recipient Name]
[Recipient Address]
[Recipient Contact]
Dear [Name Of Recipient]:
This letter is to inform you that your employment with the [Company Name] will be terminated, effective April 15, 2005. This decision cannot be changed.
We have come to the decision to terminate your employment for the following reasons:
– On January 22, you were absent without an approved leave, thus, a letter was written to serve as a warning to you for violating a company policy.
– On February 28, you were absent from work without an approved leave again and a second warning was sent to you indicating that the third warning will result in your dismissal.
– On March 23 is your third absence without leave, resulting in your termination.
You are entitled to your salary until April 13 and the company will also compensate your remaining vacation days. Your health care benefits will remain in effect for another 90 days from the day of your termination.
You are requested to return the company laptop, your company ID, swipe card, and company cellphone on or before April 15.
If you have questions about compensation, benefits, company property, or policies you have signed, please contact John Santos at 444-4444.
Sincerely,
(Signature)
Your Name
Your Position